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Called the Caucus meeting of Wednesday, June 9, 2010 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Kostyshock and Garcia; Short was absent. Also in attendance were Clerk Fenton, Attorney Manion, Public Works Director Presson, and Police Chief Schardan.

Called for approval of the May 26th meeting minutes. Asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. Motion to approve was made by Schmidt and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes. Motion carried.

Went to first item, Cemetery Maintenance. Explained they need to come up with a policy regarding removal of old and faded flowers and memorials. Stated he asked Clerk Fenton to contact some local cemeteries, whose policies are included in the Trustees' packets. Commented something needs to be done.

Commented it is hard to put a time table on removal of flowers because they have no way of knowing when they were placed. Commented his opinion they should let Public Works remove items at their discretion.

Commented on the policy from one of the cemeteries regarding a schedule of removal regardless of what it is. Comments were made about what to do in the instance that someone puts something out the day before the removal date.

Commented his opinion the best answer is to leave it up to Public Works' discretion. Discussion ensued. Gulledge reiterated his opinion the attorney should draft a policy to be posted. Discussion ensued as to the option of removal of all items twice a year.

Commented he will mention the plan at next week's Board meeting. Next, stated for many years the Village has charged $350 for grave opening and closing. Stated the least expensive he found locally was Buck Road cemetery, who charges $750. Commented there are some that charge $2,000. Stated he would like to raise Maryville's fee to $750. Commented it has not been changed in over thirty years. Polled the Board; all were in favor. Stated the item will be on the Board Meeting agenda for next week.

Stated they have done a lot of work. Commented they are getting ready to put in the footer for the storage tank. Stated they have the framing up at the water plant. Stated they have come a long way in short period of time.

Stated the last purchase of sights was in November of 2002. Stated the illumination life is seven years. Commented Spaller noticed last year that they are losing illumination. Explained they have received funds from an anonymous donor which will more than cover the cost. Commented it is a real need.

Stated Phone Master did both Maryville's and Glen Carbon's system, so he feels comfortable using them for the needed programming. Referred to the e-mail sent, stating there was discussion about running the audio from the lobby through the internet; however he does not trust the reliability or quality of that option so he discussed it with the representative, who agreed. Stated he is asking that the line be installed. Explained if someone comes in the lobby, a tone will be set to alert Glen Carbon, who will then be able to speak first by opening up the phone line with the push of a button. Stated if they do not realize someone came in, there will also be a button for a patron to push for service. Stated the estimate for this is $900. Explained it will not be an actual phone receiver, but a speaker and microphone in the wall. Next, discussed the phone lines for which two plans were proposed; Plan B is much more expensive in which they will have to pay for minutes. Stated it was explained Plan A will only be $10 per month plus $340 for programming. Stated with this plan, the call forwarding can be turned off if desired. Stated his plan is to leave it in call forwarding mode at all times so everything is handled in Glen Carbon, which accomplishes the same objective as Plan B, but at a lot less cost.

Stated the agreement includes all the set up with New World, the T1 line installation, the Virtual Private Network. Stated the initial quote was $1,800 for labor, which has dropped down to $1,200. Stated they saved another $800 to $1,000 on equipment than what was projected. Stated the T1 line expense went up $20 per month higher, which is set by AT&T. Commented the memo shows an error in calculation on the second year cost, and it should actually be $559 cheaper. Stated they will bill on the fiscal year.

Added initially they were going to charge $300 per month for four (4) hours of information system personnel to maintain. Explained they have found out when there is a problem it is always on the County end, so instead of $300 per month, they will charge $75 per hour if there is an issue. Discussion ensued as to how the cost will be split. Gulledge stated wherever appropriate, the costs will be split with the Fire Department.

Stated he received an e-mail from Wigginton stating there was a conflict for the union rep. Stated his opinion the change over will occur sometime in August. Stated they are trying to set up another appointment with the Union.

Went to next item, Drost Park Walking Trail Tie-In. Stated they have been doing the prep work for the walking trail in addition to the existing trail as part of the OSLAD grant. Commented the original idea was to tie in to the MCT trail on the south side of the lake. Stated MCT would like to widen the trail to eight feet to allow bikers access to the rest of the Village. Stated this will increase the cost by $5,600. Discussion ensued as to the specifics of the plan as proposed by MCT. Mayor stated he would like some direction from the Board as to how to proceed with MCT. It was the consensus of the Board to give the Mayor authorization to make the best deal he can with MCT.

Stated the program is required under an amendment to a federal law. Explained anyone that falls under the definition of a creditor is required to have an identity theft prevention program. Explained the Village falls under that definition because of the water and sewer billing. Commented the program is mainly common sense issues, such as if you believe a document is forged it is a red flag for identity theft. Explained the Village is required to have the program. Stated he drafted the program from a sample from IML, using the simplest program he could find.

Commented once they get the information, they have a requirement to protect it. Commented in most identity theft programs, there are obligations to take measures to protect, i.e., password protect systems.

Responded that is how this policy is written; however the Village can change it however they see fit. Discussion ensued that the current policy of leaving deposits in the night drop will no longer be allowed.

Went to To Do List. Noted on the Schiber Court repair, besides the $400,000 grant they applied for they also applied for a $56,000 truck-route grant; however he could not secure it. Stated the did receive a minimum if $200,000 grant to resurface Keebler Road from Sugar Loaf Road to West Main, and possibly a little more.

Commented on the MCIB meeting held Monday. Stated they will be placing the wrought-iron planters, and will be working on re-planting them. Explained a local Boy Scout Troop will maintain the plantings, but will not be responsible for watering. Next, stated the Village Wide Garage Sale is scheduled for Saturday. Next, stated they are planning a fall fest. Stated the winner of the first Yard of the Month award will be presented at next week's Board meeting. Next, stated Mark Buchanan is working on updating the MCIB website. Stated he discussed the Village website with Buchanan, who stated if the software used for the MCIB site goes well, they might be able to incorporate its use for the Village site as long as they could find a graphic designer familiar with it.

Stated he has already made the decision to go with Share Point. Stated the current MCIB website was done with a free tool and is very bad. Stated Buchanan was to have taken over six months ago. Stated his plan is to go with Share Point which will make it much easier for Village staff to maintain. Commented he has not yet received any bids.

Asked about an e-mail received from a MCIB member that was unhappy. Mayor stated this is not the time to discuss it, but he will explain after the meeting. Next, stated his appreciation to Treasurer Henry, as he thinks she will do a great job as Treasurer. Stated he received an e-mail that the Village will begin charging him more for the use of the Village cell phone. Stated he is unwilling to pay more. Explained his understanding that the agreement the Board made was for him to pay $31 for the data plan; Henry calculated the difference between the other group users' phones at $36. Explained his opinion his use of a Village cell phone was a benefit to the residents so that he receives e-mail in a timely manner; however he is unwilling to pay more than $31 so if it is the Board's decision he should pay more he will turn in his Village phone.

Stated he asked Schmidt to get pricing for what other communities paid to develop their website as well as yearly maintenance. Stated he is not looking for compensation. Commented it is not about the $5, but is the principle.

Stated his opinion this does not need to be discussed at a Board meeting. Bell argued his disagreement as the Board needs to make the decision. Mayor stated he will make the decision based on conversations with Bell and the other Board members. Stated the issue does not need to be discussed in a public meeting. Stated these decisions need to be worked out in-house.

Stated he does not; the way his job is set up if he gets his work done he can take ten minutes to answer an email, etc. Commented he always looked at it as a benefit to the Village, and he now has employees telling him it is not fair to the taxpayers.

Went to Mayor's Comments. Stated Pleasant Ridge Road is closed. Stated it was supposed to only be closed this week; however he believes it will go past due to the weather. Explained they are fixing the bridge over 55/70. Next, stated tomorrow Kurt's Carstar has its annual Make a Wish Foundation Benefit from 5:00 p.m. to 7:00 p.m. Invited all to attend.

With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Schmidt and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes. Motion carried.